Associate Meeting Manager

Job Description

Job Description

About Us:

Association Headquarters is a dynamic organization dedicated to serving not for profit Associations to advance them to greatness. Our client partners achieve measurable success in four key areas: multi-dimensional growth, engaged, diverse and disciplined leadership, intelligent use of technology, and an unwavering commitment to mission. We are seeking to build a pipeline of highly skilled and strategic Associate Meeting Managers to lead and manage our professional initiatives and support new business development efforts.

POSITION DUTIES AND RESPONSIBILITIES

• Liaison between external and internal contacts; examples of related specific tasks include:
• Receive calls and emails; research inquiries
• Manage recurring processes
• Monitor relevant databases to ensure accuracy
• Point of contact on defined issues
• Performs processing functions as assigned
  • Processes travel and expense reimbursements as directed
  • Processes invoices from vendors or invoices
  • Familiar with miscellaneous client deposits, invoice vouchers, refund vouchers, and voucher databases
• Assists with Budget tracking and regular reporting
• Manages and performs data entry for various databases
• Coordinates details related to various projects and recurring processes
• Coordinate in house meetings and other administrative support duties as requested (booking conference rooms, food order and set up, expense reimbursement prep, etc.)
• Project management from inception and project mapping, timelines, etc. to completion; managing against deliverables.
• Actively seeks to identify and implement efficiencies in processes
• Source vendors and execute RFP process through vendor selection
• On-site support as assigned
• Supervision of temporary staff
• Collaboration with others for execution of daily administrative tasks
• Social media engagement and management as requested
• Prepare various shipments
• Maintain and order office supplies

MEASUREMENT OF SUCCESS

• Successfully meets deadlines
• Proactively alerts Supervisors to challenges or concerns related to delivery of service
• Proactively suggests solutions to challenges encountered
• Effectively self-reviews work product and produce limited errors
• Pays attention to detail related to management of relevant databases

*This is not meant to be all-inclusive as other duties may be assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES

Bachelor's degree preferred, high school diploma required.

LANGUAGE SKILLS

Ability to effectively communicate both orally and in written form with management, internal and external customers.

REASONING ABILITY

Demonstrate the ability to anticipate and solve practical problems or resolve issues.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position may require travel. This may include the ability to drive a car or travel on public transportation such as trains and airplanes.

Individuals may need to sit or stand for extended periods of time; may require walking for periods throughout the day. Requires ability to use a computer, read a computer screen, use of a telephone and other office equipment as it relates to the work. Reaching above shoulder height, below the waist or lifting to move or access materials throughout the work day. Proper lifting techniques required. May include lifting up to 25 pounds for files, presentation equipment/documents and computer printouts on certain occasions.

Vision acuity: duties may require the ability to identify and discern colors accurately, to focus and see both close up and far away.

Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.